CHAPTER 8

ADMINISTRATION

As the saying goes, “No job is complete until thepaperwork is done." This holds true for the ABF.Additionally, often you need more information beforeyou can even start a task.

There is no way you can remember every specifi-cation, instruction, rule, or requirement. The furtheryou advance, the more you are required to know. Thekey to not being overwhelmed by this required knowl-edge is to learn as much as you can, but always knowwhere to get the information you need.

This chapter will cover technical/maintenancemanuals, instructions, reports, and logs. We will dis-cuss their purposes, how they are kept current, andwhere they are found.

TECHNICAL LIBRARY

A technical publications library serves two impor-tant functions. First, it provides a central source ofup-to-date information for the use of all personnel inthe performance of their work. Second, it is an excel-lent source of reference information to help in thetraining of personnel. To perform these functionsproperly, the library must contain at least one copy ofall publications affecting the equipment the divisionis responsible for.

Typically, the technical library is located in thedivision office or maintenance office. Management ofthe library should be assigned to a senior individualwho will ensure that all required publications are onboard and that all updates and changes are made to theaffected publications.

Often, individual workcenters will keep the pub-lications normally used by the workcenter. This isacceptable. However, the technical library managershould maintain a list of all publications held in aworkcenter so that those manuals also will receiveupdates and changes when required. A technical man-ual used to rebuild a pump is worthless if updatedchanges are not made and entered on the Record ofChanges.

TECHNICAL/MAINTENANCE MANUALS

Technical/Maintenance Manuals are the sourcesof information for guiding naval personnel in theoperation and maintenance of all equipment within theNaval Establishment. The manuals are divided intotwo major types: operational and maintenance.

Operational manuals are publications and otherforms of documentation that contain a description ofsystems and instructions for their effective use. Anexample of an operational manual is the Aircraft Re-fueling NATOPS Manual, NAVAIR 00-80T-109(fig. 8-1).

Maintenance manuals are documents containing adescription of individual systems for the purpose of

Figure 8-1.—Aircraft Refueling NATOPS Manual.

8-1

maintenance and repair. An example of amaintenance manual is the Technical Manual forDescription, Operation, and Maintenance of the JP-5Jet Fuel Centrifugal Purifier, NAVSEA S9542-AB-MMO-010 (fig. 8-2).

By proper use of these publications, allequipment can be operated and maintained in thesame efficient manner throughout the Navy.

Technical/Maintenance manuals do not containdetailed descriptions or procedures concerning pre-ventive maintenance, since this information is con-tained on maintenance requirement cards (MRCs).For information on the 3-M System, consult OPNAV-INST 4790.4 (series), Ship’s Maintenance MaterialManagement Manual.

Technical/Maintenance Manuals do contain thefollowing:

• A description of the equipment

• The theory of operation

Figure 8-2.—JP-5 Centrifugal PurifierTechnical Manual.

• Troubleshooting techniques

• Corrective maintenance information

• Specific safety requirements

• Parts breakdown and numbers

• Sketches, diagrams, and schematics

• Operating and design limits

Senior petty officers must be able to interprettechnical publications and to supervise their use. Thesenior ABF also must know how to obtain technicalpublications and how to keep them up-to-date.

Many technical publications issued by the NavalAir Systems Command are of interest to the ABF.The General Information and Servicing section of theMaintenance Instructions Manual for each type ofaircraft covers the required procedures for refuelingthe aircraft. Mobile refuelers and aircraft-handlingequipment are covered by other Naval Air SystemsCommand publications.

Technical publications issued by the Naval SeaSystems Command cover most of the shipboard equip-ment used by the ABF. The fuel system for each shipis covered in a Ship’s Information Book (SIB), TheSIB for the ship to which the ABF is attached shouldbe studied thoroughly. Also, each major component iscovered by a Technical/Maintenance Manual issuedby the Naval Sea Systems Command.

INSTRUCTIONS AND NOTICES

The Navy Directives System is used throughoutthe Navy for the issuance of nontechnical directive-type releases. These directives establish policy, or-ganization, methods, or procedures. They requireaction to be taken or contain information affectingoperations or administration. This system provides auniform plan for issuing and maintaining directives.Conformance to the system is required of all bureaus,offices, activities, and commands of the Navy.Instructions and Notices are the two types ofauthorized releases.

Information pertaining to action of a continuingnature is contained in “Instructions.” An Instructionhas permanent reference value and is effective untilthe originator supersedes or cancels it. “Notices” con-tain information pertaining to action of a one-timenature. A Notice does not have permanent referencevalue and contains provisions for its owncancellation.

8-2

For identification and accurate filing, all direc-tives can be recognized by the originator’s abbrevia-tion, the type of release (whether an Instruction or aNotice), a subject classification number, and in thecase of Instructions only, a consecutive number. Be-cause of their temporary nature, Notices are not as-signed consecutive numbers. This information isassigned by the originator and is placed on each pageof the directive.

Don’t let the word instruction fool you. It maysound like something clerical, but instructions andnotices provide us with a tremendous amount ofinformation, and some instructions can be quitelarge, such as the previously mentioned OPNAVINST4790.4 (series), Ships’ 3-M Manual (fig. 8-3).

MAINTAINING AN ALLOWANCE OFPUBLICATIONS

There are four mandatory requirements to bemet in maintaining an allowance of publications(technical and otherwise). These requirements arethe following:

• The prescribed publications be on board

Figure 8-3.—Ships’ 3-M Manual.

• The publications be maintained up to date

• The publications be ready for immediate use

• Applicable security provisions be observed

The primary index used to order all Navy technicalmanuals and forms is the Navy Stock List of Publica-tions and Forms, NAVPUBFORMCEN Pub. 2002.

MAKING CHANGES TO PUBLICATIONS

Most changes to publications are issued in theform of loose-leaf pages, pen-and-ink changes, orcomplete revisions. When changes are issued in num-bered pages, the old page with the correspondingnumber is removed and the new replacement pageinserted in its place. Specific instructions arenormally given with each change on the method to beused in incorporating the change. Changes should bemade immediately upon receipt.

A checklist of pages, which are to remain in thepublication after the changes have been incorporated,is provided with changes issued for somepublications. This checklist should be compared topages remaining in the publication to ensure theyagree. Extra pages are removed and missing pagesordered to bring the publication up-to-date. Obsoletepages removed should be disposed of in accordancewith applicable regulations.

When pen-and-ink changes are made, the changenumber and date should be entered with each changefor future reference. Sometimes it is convenient to cutout pen-and-ink changes and insert them in theirproper place in a publication by fastening them withtransparent tape or glue.

A record sheet is maintained in the front of eachpublication, indicating the date and number of eachchange incorporated and the name or initials of theperson completing the change. This procedure makesit simple to check if the publication is up-to-date.

EQUIPMENT RECORDS AND REPORTS

Maintaining records and reports is one of themajor responsibilities of the senior ABF. All recordsand reports must be accurate, up-to-date, and accord-ing to established standards.

Work and Maintenance Logs

In the work (or operational) logs, hours of opera-tion and operating pressures should be recorded. Thisinformation will be very useful in keeping current the

8-3

maintenance project cards of the ship. Any otheroperational data that could be useful at a future dateshould be recorded. A daily inspection of the fuelsystem should be made for leaks and otherdiscrepancies and recorded in the log.

The maintenance logbook should contain allwork performed on the aviation fuels systems by therepair crews. It should be recorded in a day-to-dayorder.

Other logbooks required to be kept are thefollowing:

• Fuels security watch log.

• Filter sample/pressure drop log (fig. 8-4).

• Quality surveillance sample log. • Equipment running logs (fig. 8-5). Each piece

of equipment should have its own log, suchas service pump #2. transfer pump #1,purifier #3.

• Stripping logs.

All logbooks should be inspected frequently byappropriate petty officers, the work center chief, andthe division officer. Often, the information containedin a log may indicate the impending failure of a pieceof equipment long before the actual failure occurs.

Checklists

Checklists (fig. 8-6) provide a minimum writtenlist of items for inspection. Checklists are typically

tailored to fit specific equipment or operations andcan cover everything from a pre-operational check ona fuel truck to inspecting the entire fuel system afteran underway replenishment.

The advantage of using a checklist is obvious.With the items to be inspected written, you are lesslikely to miss a step or procedure. If you usechecklists, make sure all PMS requirements are met.

Aircraft Checker Reports

One of the major problems encountered by seniorABFs in operating an aviation fuels system is keepingaccurate records of fuel expenditures. The measuringinstruments (meters, liquid-level indicators, soundingtapes) are not sufficiently accurate for use in comput-ing fuel expenditure for a particular aircraft orsquadron.

The most accurate way of computing the amountof fuel issued to a particular aircraft is with the use ofthe aircraft’s fuel gages. At the time of arrestment, bysubtracting the fuel load from the total capacity of theaircraft’s fuel tanks, you can determine how muchfuel is needed to top off the tanks. The aircraft’s fuelgages are calibrated in pounds of fuel, and aconversion must be made to convert the pounds offuel issued to gallons.

Fuel checkers are assigned the duty of keepingan account of all fuels issued to or taken from anaircraft.

Checker cards are useful for this purpose. Thesecards (or sheets) should have places for the date andthe checker’s name at the top. There should be spaces

Figure 8-4.—Example of a fuel sample/pressure drop log.

8-4

Figure 8-5.—Example of an equipment-running log.

on the cards for the squadron number, aircraft sidenumber, the pounds of fuel issued or defueled fromthe aircraft, the total fuel load, the time of fueling ordefueling, and the plane captain’s initials. Thesecards should be turned in to the division petty officerresponsible for keeping the fuel expenditure records.

Figure 8-6.—Example of a daily aircraftrefueling equipment checklist.

They are used in filling out squadron requisitions. Incase of an aircraft accident, the cards should be re-moved from use and filed for future use in theaccident investigation, if required. These cards arealso used in accounting for the amount of fuel onboard the ship.

The fuel checker cards are used in conjunctionwith the daily pumproom reports to establish theamount of fuel delivered and the amount of fuel re-maining on board daily. The cards are used tocompute the amount of fuel used by each squadron. Asupply requisition is sent to each squadron forpayment for the amount of fuel used. The cost of thefuel is paid for out of that squadron’s operation andline maintenance of aircraft allotment.

Sounding Report

Another report required in V-4 Division is thedaily sounding report. This is a two-copy report; onecopy is submitted to the engineering log room, andthe other copy is retained in V-4 division files. Thedaily sounding report contains tank numbers,capacity (in gallons and in feet and inches), theprevious day’s soundings, the present soundings, andthe percentage of fuel on board.

Daily Fuel Reports

The daily fuel report is compiled from the aircraftchecker cards, the pumproom reports, and tank soundingreports. This report shows the total amount of fuel

8-5

on board. It is normally signed by the V-4 divisionofficer and submitted to each of the following officers:

• Commanding officer

• Air officer

• Engineering officer

• Operations officer

• Officer of the deck

• Supply officer

CASUALTY REPORTING

The casualty report (CASREP) has been designedto support the Chief of Naval Operations (CNO) andfleet commanders in the management of assignedforces. The effective use and support of Navy forcesrequire an up-to-date, accurate operational status foreach unit. An important part of operational status iscasualty information. The reporting of casualties re-sults in operational commanders and support person-nel being advised of the status of significantequipment malfunctions that could result in the deg-radation of a unit’s readiness. The CASREP also re-ports the unit’s need for technical assistance and/orreplacement parts to correct the casualty.

A casualty is defined as an equipment malfunctionor deficiency that cannot be corrected within 48 hoursthat

• reduces the unit’s ability to perform a primarymission, or

• reduces the unit’s ability to perform a secon-

dary mission, or

• reduces a training command’s ability to per-

form its mission, or a significant segment of its

mission, and cannot be corrected or adequatelyaccommodated by rescheduling or double-

shifting lessons or classes.

The CASREP system contains four types of re-ports: initial, update, correct, and cancel. These re-ports are described in general in the followingparagraphs. For more complete information on prepa-ration and submission of the reports, see OperationalReports. NWP 10-1-10. (Formerly NWP 7, Revi-sion A.)

Initial Casualty Report(Initial)

An Initial casualty report identifies the status ofthe casualty and any parts and/or assistance that isneeded. Operational and staff authorities use this in-formation to set priorities for the use of resources.

Update Casualty Report(Update)

An Update casualty report contains informationsimilar to that submitted in the Initial report and/orsubmits changes to previously submitted information.

Correction Casualty Report(Correct)

A unit submits a correction Correct casualty reportwhen equipment that has been the subject of casualtyreporting is repaired and back in operational condi-tion.

Cancellation Casualty Report(Cancel)

A unit submits a cancellation Cancel casualty re-port when equipment that has been the subject ofcasualty reporting is scheduled to be repaired duringan overhaul or other scheduled availability. Outstand-ing casualties that will not be repaired during suchavailability will not be canceled, and will be subjectto normal follow-up casualty reporting procedures asspecified.

SURVEYS

The purpose of surveys is to determine the reasonsand/or responsibilities for the loss, damage, or de-struction of Government material and to determine theactual loss to the U.S. Government. Immediately uponthe discovery of the loss, damage, or destruction ofGovernment material, a preliminary investigation isconducted. The investigation is conducted to deter-mine if there is evidence of negligence, willful mis-conduct, or deliberate unauthorized use. Thispreliminary investigation is conducted by the depart-ment head or division officer (or equivalent) respon-sible for the material. When circumstances warrant,such as an indication of criminal action or gross neg-ligence, the CO or OIC may appoint a surveyingofficer or a survey board to investigate the situationfurther. However, individuals who are accountable or

8-6

responsible for the material in question may not beappointed as a surveying officer.

An investigation or a review must determine whatcaused the loss, damage, or destruction of the materialbeing surveyed. The facts surrounding the incidentmust be thoroughly and quickly investigated to deter-mine the cause. However, the investigation or reviewshould not be limited to the verification of statementsfrom individuals. The investigation should be broadenough to ensure that the interests of the Government,as well as the rights of the individual(s) and the Navyactivity, are fully protected. A review is required toprove or refute statements from individuals and toplace the responsibility where it belongs.

Research action is not required when the CO orOIC believes that negligence was not involved in theloss, damage, or destruction of Government property.When, for reasons known to the CO or OIC, negli-gence or responsibility cannot be determined and forthose reasons research would be an unnecessary ad-ministrative burden, research action is not required.Research action is not usually required when an indi-vidual accepts responsibility for the loss, damage, or

destruction of property and voluntarily offers to reim-burse the Government for the material.

There are many situations that may require a sur-vey, but the ABF is concerned mainly with bulk pe-troleum products. If a loss exceeds stated allowances(for example, MOGAS – one half of one percent;JP-5 – one quarter of one percent), a survey is re-quired. If the cause of the loss is unresolved, a DDForm 200, Report of Survey, will be initiated.

More detailed information is available in NAV-SUP Pub. 485, Afloat Supply Procedures.

SUMMARY

There is no possible way every instruction ormanual you will be required to use can be coveredhere. As systems and equipment are tailored for eachcommand, so too are the publications required to sup-port the command. As was stated earlier, you may notknow a specific detail of an operation or maintenance,but you should know where to get the information.Learn to use your instructions, technical manuals, andother publications early in your career. You can ‘t gowrong.

8-7